To: Board of Directors, Occidental County Sanitation District
Department or Agency Name(s): Occidental County Sanitation District
Staff Name and Phone Number: David Royall / 521-1892
Vote Requirement: Majority
Supervisorial District(s): Fifth
Title:
Title
Wastewater Hauling Services
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Recommended Action:
Recommended action
In an ongoing effort to maintain compliance with government regulations
A) Authorize Sonoma Water's General Manager, acting on behalf of Occidental County Sanitation District, to negotiate and execute an agreement with a wastewater hauling provider through June 30, 2020, in the not-to-exceed amount of $600,000.
B) Authorize Sonoma County Water Agency’s General Manager to amend the agreement provided amendments do not cumulatively increase the total amount of the agreement beyond $1,000,000 and do not substantially change the scope of work.
(Fifth District)
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Executive Summary:
To comply with the North Coast Regional Water Quality Control Board’s requirement to completely eliminate discharges to Graham’s Pond and to eliminate seasonal discharges to Dutch Bill Creek, this agreement is necessary to haul untreated wastewater from Occidental County Sanitation District (District) to Airport/Larkfield/Wikiup Sanitation Zone treatment plant for treatment and disposal. The budgeted amount is expected to cover normal hauling requirements, assuming typical seasonal rainfall. Amendment authority to increase the amount is requested to proactively address the possibility of above-average rainfall or other changed conditions. The amount requested for amendment authority is based on actual costs incurred during the 2018-2019 season, including flood response.
Discussion:
HISTORY OF ITEM/BACKGROUND
The District has been actively working toward solving its wastewater challenges since the 1990s, when Cease and Desist Order No. 97-74 was issued by the North Coast Regional Water Quality Control Board. Cease and Desist Order No. 97-74 and subsequent Cease and Desist Orders have been issued to the District to require that the District complete a project to meet treatment requirements and end discharge to Graham’s Pond in 2018.
Since 1997, the District has pursued many projects including treatment plant upgrades and the construction of a new effluent storage pond; a pipeline to the Russian River County Sanitation District wastewater treatment plant in Guerneville; a community leach field; and a project to haul District’s wastewater to the Russian River County Sanitation District’s main lift station for collection, treatment, storage and disposal. Each project has been met with challenges that were not overcome.
The District is pursuing a project to haul District’s wastewater to Airport/Larkfield/Wikiup Sanitation Zone’s (Zone) treatment plant for treatment, thereby meeting the requirements of the current Cease and Desist Order.
Sonoma Water Agency (Sonoma Water) operates District under contract with District. Sonoma Water operates and manages Zone.
SELECTION PROCESS
Joe’s Farmers Septic & Grease Services, Inc. (Service Provider) was selected from a list of qualified wastewater hauling service providers developed from a competitive selection process in January 2018.
Service Provider was selected for the subject work because: 1) Service Provider is already satisfactorily performing this work for the District under a separate agreement/Blanket Purchase Order (BPO); 2) Service Provider’s Statement of Qualifications stated no exceptions to District’s business terms in the sample agreement; and 3) Service Provider has a new truck in its fleet, which increases Service Provider’s ability to respond to District’s hauling needs during times of heavy flow. Finally, the cost was lower for this Service Provider.
SERVICES TO BE PERFORMED
District does not own the necessary equipment to perform the wastewater hauling. Under the proposed agreement, Service Provider will transport untreated wastewater approximately 32 miles from District’s Main Lift Station to Zone’s Wastewater Treatment Plant Receiving Station where the wastewater will be discharged into the Zone collection system for treatment, storage, and disposal.
District estimates a minimum of twenty round trips per week, five days a week, and four trips per day are required to meet the average daily transport volume of 28,000 gallons. Up to fifteen round trips a day, seven days per week may be requested by District. Trips will normally be regulated to Monday through Friday between the hours of 8 a.m. and 4 p.m. but may include after hours, weekends, or holiday work.
The cost of services will not exceed $600,000; the term end date is June 30, 2020.
The agreement includes two options for District to extend this agreement for a period of one year each by providing written notice to Consultant thirty days in advance of the expiration date of the agreement and of the first extension option.
Prior Board Actions:
4/9/2019: As part of flood related emergency action, approved amended agreement between District and Service Provider for Waste Water Hauling Services. Added $200,000; total cost $1,000,000; term end June 30, 2019.
4/3/2018: Approved agreement between District and Service Provider for Waste Water Hauling Services. Cost $800,000; term end June 30, 2019.
Fiscal Summary
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
Budgeted Expenses |
$600,000 |
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|
Additional Appropriation Requested |
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|
Total Expenditures |
$600,000 |
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|
Funding Sources |
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|
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General Fund/WA GF |
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State/Federal |
|
|
|
Fees/Other |
$600,000 |
|
|
Use of Fund Balance |
|
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Contingencies |
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|
|
Total Sources |
$600,000 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $600,000 is available from FY 2019/2020 appropriations for the Occidental County Sanitation District operations fund. No additional appropriation is required.
Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
N/A |
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|
|
|
|
|
|
|
|
|
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Agreement with Joe’s Farmers Septic & Grease Services, Inc.
Related Items “On File” with the Clerk of the Board:
None